Configuring ReadSoft Online for use with Oracle Financials Cloud

Before you can use the Oracle Financials Cloud integration with ReadSoft Online, you must configure these settings in ReadSoft Online:

  • Buyer settings

  • Extraction settings

  • Target system

  • Master data

Buyer settings

You can choose to map buyers in ReadSoft Online to business units or legal entities in Oracle Financials Cloud. In both cases, ReadSoft Online filters supplier and purchase order master data, so only relevant information is available to Online Office users. For example, assume you have a business unit named "Buyer 1" in Oracle Financials Cloud and a matching buyer named "Buyer 1" in ReadSoft Online. In this example, if an Online Office user verifies an invoice for Buyer 1, only suppliers and purchase orders that are associated with Buyer 1 in Oracle Financials Cloud will be available for selection in the document view. To utilize this feature, make sure Master data on buyer level is selected in the master data service settings.

You can limit the inventory items you import from Oracle by specifying an Inventory organization code in the target system settings. This is beneficial because it decreases bandwidth between systems, and it narrows the amount of items available to users during verification. In other words, item master data that is not used by your organization is not synchronized, and it is not shown to Online Office users during verification. You can increase the specificity even more by specifying inventory organization codes on the buyer level. Click Buyer-specific settings (located next to the Inventory organization code setting) to specify inventory organization codes on the buyer level.

Mapping to business units

By default, the integration matches buyers in ReadSoft Online to business units in Oracle Financials Cloud. When ReadSoft Online sends invoices to Oracle Financials Cloud, the business unit name and distribution combination segments are taken from the Buyer settings. The business unit name is taken from the Name setting of the buyer, and the name must match the name of a business unit in Oracle. If you perform account coding, distribution combinations are formed using a data template that includes the External ID setting. You can customize the data template in the Distribution combination template setting.

Extraction settings

You must edit the extraction settings for each document type you use and make sure the required ReadSoft Online fields are specified for the corresponding fields in Oracle Financials Cloud. Document types for general expense invoices (non-PO invoices) have different field requirements than PO invoices. If a document type you use lacks a required field, you must add a custom field using the field type name specified in the tables below. Likewise, the Oracle Financial Cloud system must use the required fields specified in the tables below.

General expense field requirements

Adjust your document types for general expense invoices according to this table:

ReadSoft Online field type name Oracle Financials Cloud field Note
Header fields
SupplierName Supplier * You do not need to specify a supplier name field in the document type. The supplier name is taken from master data.
SupplierSite Supplier Site * You must add a custom field with the field type name, SupplierSite.
InvoiceNumber Invoice number *
Business Unit * For this field, the External ID of the buyer is used.
InvoiceCurrency Invoice Currency
InvoiceDate Invoice Date
InvoiceDueDate Terms Date
Invoice Type * Set to Standard in Oracle Financials Cloud.
Payment Method * Set to Electronic in Oracle Financials Cloud.
InvoiceTotalVatIncludedAmount Invoice Amount *
DeliveryCost Line Amount DeliveryCost is used to create a Freight line type in Oracle Financials Cloud.
TaxClassification If a line-item tax classification field is empty, the value is taken from this header field.
ShipToLocation If a line-item ship-to location field is empty, the value is taken from this header field.
Line-item fields
LIT_RowIdentifier Number *
LIT_LineType Type When you add the LIT_LineType field to a document type, make sure you select Use master data to suggest field values in the field view, and select LineType in the box below the Use master data to suggest field values setting.
LIT_VatExcludedAmount Amount * For line-item fields, the line amount is taken from LIT_VatExcludedAmount.

If the DeliveryCost header field is found in ReadSoft Online, a Freight line type is created in Oracle Financials Cloud, and the line amount is taken from the DeliveryCost header field.

LIT_ArticleName Description
DistributionCombination at the header level or LIT_DistributionCombination at line-item level and/or specify the Default distribution combination setting. Distribution Combination This field is not required, however when it is specified on an invoice, the invoice is considered "Valid" according to Oracle Financials Cloud and can be validated and posted immediately upon entering Oracle Financial Cloud.
LIT_TaxClassification Tax classification

If this field is empty, the value is taken from the TaxClassification header field, if it exists.

You can optionally choose to import master data for this field in the TAX HANDLING settings. Connecting fields to master data provides autocomplete functionality and field validation.

LIT_ShipToLocation Ship-to Location

If this field is empty, the value is taken from the ShipToLocation header field, if it exists.

You can optionally choose to import master data for this field in the TAX HANDLING settings. Connecting fields to master data provides autocomplete functionality and field validation.

* Required.

If you need to map additional data to payables header fields in Oracle, or if you want to override a default mapping to a payables header field in Oracle, you can use data templates specify a custom mapping in the Header field mapping setting.

Purchase order field requirements

Adjust your document types for purchase order invoices according to this table:

ReadSoft Online field type name Oracle Financials Cloud field Note
Header fields
InvoiceOrderNumber Purchase order number *
SupplierName Supplier * You do not need to specify a supplier name field in the document type. The supplier name is taken from master data.
SupplierSite Supplier Site * You must add a custom field with the field type name, SupplierSite.
InvoiceNumber Invoice number *
Business Unit * For this field, the External ID of the buyer is used.
InvoiceCurrency Invoice Currency
InvoiceDate Invoice Date
InvoiceDueDate Terms Date
Invoice Type * Set to Standard in Oracle Financials Cloud.
Payment Method * Set to Electronic in Oracle Financials Cloud.
InvoiceTotalVatIncludedAmount Invoice Amount *
TaxClassification If a line-item tax classification field is empty, the value is taken from this header field.
ShipToLocation If a line-item ship-to location field is empty, the value is taken from this header field.
Line-item fields
Number *
LIT_LineType Type When you add the LIT_LineType field to a document type, make sure you select Use master data to suggest field values in the field view, and select LineType in the box below the Use master data to suggest field values setting.
LIT_VatExcludedAmount Amount *
LIT_ArticleName Description
LIT_UnitPriceAmount Unit Price

Required for a "goods" purchase orders.

When verifying "service" purchase orders, this field value must be empty.

LIT_DeliveredQuantity Quantity

Required for a "goods" purchase orders.

When verifying "service" purchase orders, this field value must be empty.

LIT_OrderNumber Purchase Order Number * This value can also be derived from the purchase order header field (InvoiceOrderNumber).
LIT_RowIdentifier Purchase Order Line Number *
LIT_OrderLineScheduleNumber Purchase Order Schedule Line Number Use this field to handle split deliveries. For example, when verifying the first invoice of a split delivery, you would specify "1" as the field value. For the second invoice, you would specify "2" and so on.
LIT_TaxClassification Tax classification

If this field is empty, the value is taken from the TaxClassification header field, if it exists.

You can optionally choose to import master data for this field in the TAX HANDLING settings. Connecting fields to master data provides autocomplete functionality and field validation.

LIT_ShipToLocation Ship-to Location

If this field is empty, the value is taken from the ShipToLocation header field, if it exists.

You can optionally choose to import master data for this field in the TAX HANDLING settings. Connecting fields to master data provides autocomplete functionality and field validation.

* Required.

Context fields

The integration supports two special fields that you can add to your document types. You can use these fields when using data templates to map data to descriptive flex fields:

  • DFFContext - Provides context for dynamic flex fields.

  • LIT_DFFContext - Provides a context value for dynamic flex fields for line items. If LIT_DFFContext is not specified, the context is taken from DFFContext.

Target system settings

Adjust the target system settings in ReadSoft Online.

  • In Admin Center, navigate to the Target system view and click EDIT.
  • Select Oracle Financials Cloud and click Configuration.
  • Specify the settings in the view that appears.

    If you synchronize master data for general ledger accounts, you must choose one of the following. Do not choose both:

    • Synchronize master data using Oracle REST API

    • Synchronize master data using Oracle reports

    Using the Oracle REST API is the recommended method which requires the least amount of setup.

  • Click TEST to test the connection settings.

    Make corrections if necessary.

  • Click OK to confirm your settings and return to the Target system view.
  • Click SAVE.

Master data

ReadSoft Online automatically imports master data from Oracle Financials Cloud and uses the data to suggest and validate field values during verification. When importing purchase order data from Oracle, ReadSoft Online only imports purchase orders with the "open" status. To further insure only relevant purchase orders are imported, ReadSoft Online synchronizes purchase orders by matching the Bill-to Business Unit (Bill-to-BU) in the purchase order to a buyer in ReadSoft Online.

These tables show the correlation between ReadSoft Online master data and Oracle Financials Cloud data.

ReadSoft Online field (type name) Oracle Financials Cloud field
Supplier master data
Name Supplier
Number SupplierNumber

If the Site field is populated in Oracle Financials Cloud, the supplier number is appended with the site name. This helps differentiate suppliers with multiple sites.

Location Site
TaxRegistrationNumber TaxRegistrationNumber
TaxCode TaxRegistrationCountryCode
CurrencyCode FederalIncomeTaxTypeCode
Blocked Status
State Addresses[0].State
Street

Addresses[0].AddressLine1 + Addresses[0].AddressLine2 + Addresses[0].AddressLine3 + Addresses[0].AddressLine4

PostalCode Addresses[0].PostalCodeExtension + Addresses[0].PostalCode
City Addresses[0].City
CountryName Addresses[0].Country
TelephoneNumber Addresses[0].PhoneCountryCode + Addresses[0].PhoneAreaCode + Addresses[0].PhoneNumber
FaxNumber Addresses[0].FaxCountryCode + Addresses[0].FaxAreaCode + Addresses[0].FaxNumber
Payment method master data
PaymentMethod

See Payment Method section below.

Payment Method
Currency master data
Code Currency Code
Name Currency Name
ExchangeRate Conversion Rate
Purchase order master data
OrderNumber OrderNumber
SupplierNumber Suppliers.SupplierNumber
CurrencyCode CurrencyCode
DateCreated CreationDate
SupplierName Supplier
Description Description
StatusText Status
Purchase order line-item master data
OrderLineNumber LineNumber
ArticleNumber Item
SupplierArticleNumber SupplierItem
ArticleDescription Description
UnitPrice Price
CategoryNumber CategoryId
CategoryDescription Category
Quantity Quantity
Unit UOM
StatusText Status
Line type master data
LIT_LineType Type (Freight, Item, Miscellaneous)

In addition to the master data above, you can optionally choose to import tax classification and ship-to location data via the TAX HANDLING settings.

Payment Method

Payment method information is required for incoming invoices in Oracle Financials Cloud. ReadSoft Online can determine the payment method from:

  • The value the user selects in the payment method field during verification.

  • The payment method specified in the master data of the suppler of the invoice.

  • The Default payment method code specified in the target system settings.

The methods of above are ordered by precedence. If the payment method field is not specified during verification, the payment method of the suppler is used. If the payment method of the suppler is also empty, the Default payment method code is used. If the payment method is not specified at all, the invoice will be rejected by Oracle Financials Cloud.

There are several alternatives for configuring payment methods in ReadSoft Online, depending on how you utilize payment methods in Oracle Financials Cloud.

  • If your Oracle setup utilizes only one payment method, simply specify the Default payment method code in the target system settings. when using this approach, ReadSoft Online sets the payment method automatically, and ReadSoft Online Office users do not need to concern themselves with the payment method during verification.

  • If your Oracle setup utilizes multiple payment methods, add a custom field to your document type with the Type name set to PaymentMethodCode. When you specify the custom field settings, make sure you select Use master data to suggest field values and select PaymentMethodCode in the box.

    Optionally, we recommend specifying payment methods in the supplier master data and also specifying a Default payment method code in target system settings.

    In theory, you can skip adding the custom field and rely only on the supplier master data, if you use supplier master data, and you are certain the correct payment methods are specified for all suppliers. However, if you choose to do so, think carefully about the consequences. In this scenario, if an invoice indicates that a supplier uses a payment type other than the one specified in the master data, Online Office users have no way of changing the payment method field.